Request for Proposals
Keeping Cal Poly's Promise: 2000-01 and 2001-02
(February 2000)

Part One: Overview
I. Calendar
II. Inquiries
III. Introduction
IV. Funding Procedures and Priorities
V. Review Procedures
VI. Criteria for 2000-01 and 2001-02 Projects and Plans

Part Two: Universitywide Projects
VII. Statement of Intent Requirements for Universitywide and Collaborative Proposals (Due March 27)
VIII. Final Proposal Requirements for Universitywide and Collaborative Proposals (Due April 28)

Part Three: Collaborative Projects (Between Colleges and Units)
IX. Requirements for College and Unit Project Plans

Attachments
Appendix A - Cover Sheet (Word 7/Word 98 form -- or -- PDF file for viewing and printing only)
Appendix B - Cal Poly Plan Funding Priorities, 2000-01 and 2001-02
Appendix C - Central Features of the Cal Poly Plan, December 1997
Appendix D - ITS Services and Resource Requirements
Appendix E - Combined Survey/Referendum Funding Priorities, 1995-1997
Appendix F - Cal Poly Plan Principles and Choices, Winter 1996

Part One: Overview   Top

I. Calendar

II. Inquiries   Top

Questions regarding this RFP or the selection process should be addressed to the following:
Office of the Provost, 805-756-2186.

Cal Poly Plan Steering Committee, 1999-00
ASI President, John Moffatt; Chair of the Board, Damien Johnson; ASI representatives, Aron DeFerrari and Jean Garascia; Academic Senate Chair and Vice Chair, Myron Hood and David Hannings; Academic Senate representative, Mark Stengel; Staff Representatives Stephen Hughes, Bonnie Krupp, and Sam Lutrin; Collective bargaining representatives, Gary Epstein and Sally Anderson; Provost Paul Zingg; Vice President for Student Affairs, Juan González; Dean of the College of Business, William Boynton; and President Warren Baker, chair.

Provost's Office support includes Vice Provost for Institutional Planning, Linda Dalton; Academic Resource Planning Officer, Kimi Ikeda; and Executive Assistant to the Provost, Bonnie Long.

III. Introduction   Top

Cal Poly's campus academic fee is designed to support the goals and principles of the Cal Poly Plan. The fee was initiated in 1996-97 at $45/quarter, and continues at this level, as students did not support raising the fee in Spring 1997. The campus academic fee yields about $2.3 million annually, with one-third designated for financial aid. In addition, the fee began funding 16 tenure-track faculty positions in 1997-98. This leaves approximately $500,000 annually to allocate to new and continuing projects.

The Cal Poly Plan Steering Committee has modified the Request for Proposal (RFP) process introduced in 1996 to allocate the revenue from the campus academic fee associated with the Cal Poly Plan. The revised procedures are designed to ensure that Cal Poly Plan fee revenues are allocated based on the purposes and goals of the Cal Poly Plan and to encourage the best thinking campus-wide. The Cal Poly Plan Steering Committee has used a series of campus surveys (including the results of the Spring 1997 student referendum) and other forms of consultation with the campus community during 1999 to identify investment priorities for the Plan.

All units and members of the Cal Poly community are invited to propose activities or projects for funding that meet the goals and purposes of the Cal Poly Plan. Collaborative and innovative proposals are encouraged.

IV. Funding Procedures and Priorities   Top

With the 1997-98 RFP the Cal Poly Plan Steering Committee adopted a biennial funding cycle so that projects can be planned and implemented over a two-year period. Thus, decisions will be made in Spring 2000 for both the 2000-01 and 2001-02 funding cycles. Further, the 1999-00 Steering Committee recommended, and the President approved, placing additional funding at the college/UCTE level. 80% of the Cal Poly Plan funds will be allocated to the six colleges and the University Center for Teacher Education (UCTE). After calculating the distribution of that 80%, the colleges and UCTE will follow a 3 to 1 ratio of college/unit specific projects to collaborative projects (between colleges and units) for the expenditure of those funds.

A portion of the remaining 20% of the Cal Poly Plan funds will be allocated to the Library and Student Affairs, roughly equivalent to their share of the University's base budget. The Library and Student Affairs will also follow a 3 to 1 ratio for unit projects to collaborative projects. This means that at least 25% of each college/UCTE, Library, and Student Affairs' allocation must be directed towards collaborative projects (between colleges and units).

The remaining balance of funds will be reserved for Universitywide projects. Colleges and units eligible to sponsor unit-based projects may submit universitywide proposals as well. Individuals or programs in units are encouraged to submit universitywide proposals.

Separate procedures will be used for each category of project. Universitywide projects will be required to submit Statements of Intent. Only the most promising of these will be invited to submit final proposals. Only invited final proposals will be considered. Part Two of this RFP addresses requirements for submitting universitywide proposals.

College/unit-based projects (including the UCTE, Library, and Student Affairs) will be developed within each eligible college/unit. Each eligible college/unit will submit a plan for how it will use its allocation of Cal Poly Plan funds. Part Three of this RFP addresses college and unit projects and collaborative projects in more detail.

All 2000-01 and 2001-02 projects should demonstrate how the project or activity contributes to the Cal Poly Plan goals and purposes: (1) educational quality, (2) student learning and progress toward degree completion, and/or (3) institutional productivity. In addition, all proposals must be specific as to how they are designed to enhance student knowledge and skills. The Cal Poly Plan Steering Committee considers the "Commitment to Visionary Pragmatism" report to embody the definition of educational quality at Cal Poly with respect to student learning, and suggests that the quality of support services as well can be expressed in terms of student satisfaction, effectiveness and efficiency.

The general categories under which projects may be funded are the same as in previous years: (A) Advanced Instructional Technology and Equipment; (B) Instructional Programs, for Student Learning and Progress; and (C) Advising and Career Services. Appendix B provides further clarification regarding appropriate activities within each category.

Applicants are encouraged to consider both one-year and multi-year projects and programs as necessary to meet Cal Poly Plan goals. This process will allocate funds for both 2000-01 and 2001-02. Note: There will be no additional RFP issued in 2001 for funding in 2001-02. Therefore, proposals must indicate clearly how funds would be used for either a one or two-year project. The Cal Poly Plan Steering Committee encourages start-up or pilot programs that can become incorporated more broadly as new approaches to teaching-learning and institutional productivity.

Projects funded during 1998-99 or 1999-00 may seek continuation funding, within the limits previously established of a maximum of three years for any single project. Continuing projects that are universitywide would follow the process in Part Two of this RFP; current Collaborative projects seeking continued funding would seek continuation funds through their college or unit.

V. Review Procedures   Top

The different types of projects discussed above require different review processes leading to recommendations for funding, as shown below.

Universitywide projects - Statements of Intent and Final Proposals for Universitywide projects should be submitted directly to the Office of the Provost, with the signature of the appropriate dean and/or vice president. Only the most promising Statements of Intent will be selected to submit Final Proposals. A proposal review panel including two administrative representatives, two deans, two students, two faculty, and two staff members will review both the Statements of Intent and Final Proposals for these projects. This panel will be selected by the constituencies represented on the Cal Poly Plan Steering Committee. The panel will rank the project proposals and forward its recommendations to the deans and vice presidents for their recommendations. (See Part Two of this RFP for further detail.)

College/Unit projects and Collaborative projects - Units eligible to sponsor projects include the instructional colleges, the UCTE within Academic Affairs, the University Library, and the Division of Student Affairs. Each eligible College/Unit will submit a plan directly to the Office of the Provost showing the projects or activities to be funded by its share of Cal Poly Plan academic fees. (See Part Three of this RFP for further detail.)

All recommendations will be forwarded to the Cal Poly Plan Steering Committee for review and comment and to President Baker for final review.

VI. Criteria for 2000-01 and 2001-02 Projects and Plans   Top

Universitywide Statements of Intent and Final Proposals will be selected using the following criteria. In addition, college and unit project plans must show how planned projects or activities meet these criteria.

A. The proposal or project's ability to meet established Cal Poly Plan goals and purposes, both immediately and in the long-term;

B. How closely the proposal reflects 2000-01 and 2001-02 investment priorities identified in this RFP;

C. How well the proposal meets campus needs, especially as identified by the students through Cal Poly Plan surveys and other forms of consultation;

D. The extent to which the project or activity offers a direct, visible benefit to students; and

E. The potential of the proposal's assessment/accountability plan to generate credible evidence for the extent to which Cal Poly Plan goals and project objectives are attained; and

In addition, the following factors will be taken into account:

F. The extent to which the proposal reflects potential reallocation of existing resources or responsibilities, or potential external resources, which may be used to match Cal Poly Plan funds;

G. The extent to which the proposal demonstrates innovative and creative ways of serving students and improving their learning outcomes, including the introduction of new teaching and learning models;

H. The potential of the project or activity and its results for transferability beyond the unit initiating the proposal;

I. The extent to which the proposal reflects collaboration among divisions, departments, or other units; and

J. The flexibility and/or ability of the project or activities to accommodate external pressures, requirements, and scrutiny.

Part Two: Universitywide Projects   Top

VII. Statement of Intent Requirement for Universitywide Proposals (Due March 27)

All Universitywide projects and activities are REQUIRED to submit a Statement of Intent by March 27. The purposes of this requirement are to provide sufficient information to the Cal Poly Plan Steering Committee and the proposal review panel to screen projects. The proposal review panel will select the most promising projects and activities for final proposals. Invitations to submit final proposals will be based solely on the content of the Statement of Intent, so applicants should address the following requirements closely.

Statements of Intent must be submitted directly to the Office of the Provost, as well as to the appropriate deans and/or vice presidents by 5 p.m. on March 27. Statements of Intent should be a maximum of 2 pages in addition to the cover sheet (single-spaced -- no appendices or attachments).

1. Cover Sheet (Contact Information): Name of units (or entities) offering the proposal; primary contact individuals; campus address, telephone number and e-mail address. The proposal must also identify participants in other units by name where appropriate. (See Appendix A.) If the proposal is a continuation from 1998-99 or 1999-00, please indicate the project number.

2. Abstract, including Brief Project Description: Project title and brief summary of proposed purposes and activities. Please identify which investment priority area(s) the proposal addresses from Appendix B. Include a brief narrative summarizing project goals and expected results, and the proposed method or activities to achieve these goals and outcomes.

3. Cal Poly Plan Goals and Priorities: Statement of how the proposed project or activities would meet the Cal Poly Plan purposes and goals, and investment priorities for 2000-01 and/or 2001-02 (Appendix B and Appendix C).

4. Information Technology Services and Resources: Please refer to the list furnished in Appendix D, as well as information provided during the orientation meeting, to identify information technology services that will be required for project completion and success.

5. Anticipated Budget: Include a preliminary budget estimate.

VIII. Final Proposal Requirements for Universitywide Proposals (Due April 28)   Top

Final proposals will be accepted only for universitywide projects and activities invited to complete a final proposal after review of the Statements of Intent. Please note that there will not be sufficient funds to support all final proposals, either partially or fully. Proposals that involve requests for continuation funding building on universitywide activities completed in 1998-99 and/or 1999-00 should use materials prepared from progress reports wherever applicable. Invitations to submit a final proposal will include comments and suggestions from the review committee to assist applicants in preparing their final proposals. Information Technology Services staff and Assessment and Testing Center staff will be available to assist applicants with these technical factors during the development of final proposals. Final proposals are due April 28. Final proposals must include all information provided for the Statement of Intent (refined), plus the following (maximum of 7 pages, single-spaced):

1. Cover Sheet (Contact Information): Revised as needed from Statement of Intent (Appendix A).

2. Abstract: Project title and brief summary of proposal -- revised as needed from Statement of Intent. Abstracts of projects selected for funding will be made accessible on the Cal Poly Plan web site.

3. Description: Narrative summarizing project goals and expected results, and the proposed method or activities to achieve these goals and outcomes -- revised as needed from Statement of Intent.

4. Cal Poly Plan Goals and Priorities: Statement of how the proposed project or activities would meet the Cal Poly Plan purposes and goals, and investment priorities 2000-01 and 2001-02 (Appendix B) - revised as needed from Statement of Intent.

5. Campus Needs: Statement of how the proposed project meets needs identified by the campus community through recent surveys, focus groups, or other needs assessments. (particularly including student priorities from the Student Referendum in Spring 1997 and college/unit consultation during 1999 -- see Appendix E). Note how the activities will be targeted -- which campus constituencies will benefit directly from the proposal, in what ways; and what proportion of the campus community does this represent? (Projects seeking continuation funding should include material from progress reports indicating how students have benefited to date.)

6. Cal Poly Plan Finance and Investment Principles: Statement of how the proposed project addresses the Finance and Investment Principles in Appendix F. In particular, note to what extent the activity is innovative in addressing student learning and its potential transferability; and the timing associated with the project (how soon will the results be visible, does the project involve start-up, one-time and/or ongoing investments, what sequencing is required?). (Projects seeking continuation funding should include material from the progress reports covering progress and visibility to date.)

7. Information Technology Services and Resources: Please refer to the list furnished in Appendix D - revised as needed from Statement of Intent. Provide additional information as required regarding direct equipment needs as well as infrastructure, software, and/or technical support required to make the project a success. The budget submitted must include all ITS support and/or service requirements. Please note: in order to receive full consideration, all proposals that include a technology component must contain this information.

8. Budget: Estimated costs must be shown separately for 2000-01 and/or 2001-02. As applicants may propose either one or two-year projects, the budget must clearly distinguish estimated expenditures by year. (For example, a budget might include seed money in 2000-01 to prepare for full project implementation in 2001-02.) Budgets should include full personnel costs (salaries or wages and benefits), equipment, installation, training, and operating expenses, and any other costs associated directly with the project activities. Proposals should indicate the extent to which they may be able to redirect or refocus existing resources (rather than require new funds), and the extent to which a unit may be able to match Cal Poly Plan funds with other sources. (Projects seeking continuation funding should include material from progress reports indicating expenditures and match to date.)

9. Assessment/Accountability Plan: Indicate how specific evidence (qualitative and/or quantitative) will be collected, and the form in which the evidence will be provided. The assessment or accountability plan must include a description of (a) the project's specific observable intended outcomes; (b) how the project will determine the degree to which these outcomes are attained; and (c) how the project outcomes/goals serve the overall goals and purposes of the Cal Poly Plan. In addition, it must include an appropriate schedule for implementing projects and reporting their results. While project implementation schedules may vary, the minimum reporting requirement is a mid-year progress report in January and another report at the close of the fiscal year in July to the Cal Poly Plan Steering Committee. (Projects seeking continuation funding should refer to material in their progress reports covering their assessment plans and results to date.)

10. Qualifications: Statement of the qualifications of the primary individuals or units, and other key participants, as appropriate.

11. Financial Authority: Signatures of university officials responsible for project management. (See Cover Sheet, Appendix A.)

Part Three: Collaborative Projects (Between Colleges and Units)   Top

IX. Requirements for College and Unit Project Plans and Collaborative Project Plans
(Procedure Due March 17; Plan Due May 19)

The instructional colleges, UCTE, and the University Library within Academic Affairs, and the Division of Student Affairs will each prepare a plan for how it will use its share of Cal Poly Plan academic fees. Each eligible college or unit will establish the details of its own internal procedure for determining how to allocate its Cal Poly Plan funds and how it will work with other colleges/units to develop collaborative projects, in accordance with the goals and policies of the Cal Poly Plan. This procedure must involve all college/unit constituents (students, faculty and staff). Each eligible college or unit must announce the procedure it will follow for allocating Cal Poly Plan funds to its constituents by March 17 (with a copy to the Office of the Provost on the same date). This procedure must also identify the names of the review committee that will review the plan. The final plan, must be submitted to the Office of the Provost by May 19 and must show the following (maximum of 7 pages, single-spaced):

PLEASE NOTE: To the extent possible, colleges and units should follow the consultation process they adopted during Winter 1999. However, because the amount of Cal Poly Plan funds is limited, with at least 25% allocated for collaborative projects between colleges and units, each college/unit will need to prepare a specific expenditure plan for the 2000-01 and 2001-02 biennium.

1. Description of the projects or activities to be funded, including goals, expected outcomes, and the methods or activities proposed to achieve these goals and outcomes.

2. Cal Poly Plan Goals and Priorities - Summary of how the planned projects or activities meet the criteria in Part One, Section VI, above.

3. College/Unit Needs and Plans - Summary of how the proposed projects or activities meet college or unit needs, and their consistency with other strategic planning efforts underway in the colleges and units;

4. Information Technology Services and Resources - If applicable, provide the information listed in Appendix D for college/unit projects, as well as collaborative projects.

5. Budget - Expenditure plan, distinguishing budgets for 2000-01 and 2001-02, inclusive of personnel costs, equipment, installation, training, and operating expenses, and any other costs associated directly with project activities. Where applicable colleges/units should note how internal redirection of funds and/or other resources may be used to match Cal Poly Plan funds.

6. Assessment/Accountability - Summary of how the college or unit will provide specific evidence (qualitative and/or quantitative) of project results. The assessment or accountability portion of the college/unit plan, and collaborative projects, must include a description of (a) specific observable intended outcomes; (b) how the college/unit will determine the degree to which these outcomes are attained; and (c) how the project outcomes/goals serve the overall goals and purposes of the Cal Poly Plan. In addition, it must include an appropriate schedule for implementing projects and reporting their results. While project implementation schedules may vary, the minimum reporting requirement is a mid-year progress report in January and another report at the close of the fiscal year in July to the Cal Poly Plan Steering Committee. This requirement parallels the accountability expectations for the faculty positions funded by the Cal Poly Plan.

7. Consultation Process - Summary of the consultative process followed, with explicit information regarding how students, faculty and staff in the college/unit were involved in determining the projects or activities to be funded. The summary will include an explanation of how review committees from each college/unit were involved in developing and approving collaborative projects.

Attachments    Top

Appendix A - Cover Sheet for Universitywide Proposals, 2000-01 and 2001-02
Appendix B - Cal Poly Plan Funding Priorities, 2000-01 and 2001-02
Appendix C - Central Features of the Cal Poly Plan, December 1997
Appendix D - ITS Services and Resource Requirements
Appendix E - Combined Survey/Referendum Funding Priorities, 1995-1997
Appendix F - Cal Poly Plan Principles and Choices, Winter 1996